VTEvents Event Management Software

Manage changes with ease with VTEvents event management software
Share event maps with your staff with VTEvents rostering system
Visualise rosters with VTEvents event staff & volunteer software
Manage first-aiders & medics with VTEvents event staff software
Roster staff at concerts & gigs with VTEvents rostering software
Create maps for easily with VTEvents labour hire app

Event staff volunteer rostering

Organising and managing your event has just become easier! With our events management software you can roster and manage your staff or volunteers, keep staff updated by email, manage resources, use the planning tool and much more. A benefit of using a centralised events management system is that everyone is working with real-time & the latest information. You can finally say goodbye to multiple versions of excel spreadsheets and become more efficient.

Learn more about VTEvents event rostering software

Built to scale with lots of events

Our events management software is designed to manage hundreds of events with ease, combining intelligent reporting and automated email notifications. Finding upcoming or past events, understaffed events and particular clients can be done quickly and easily for effective event planning.

Handles simple and complex event requirements

Rostering staff can be as simple as adding people to the event as needed, or as complex as specifying individual start and finish times for each person, as well as a variety of other information. The software allows you to indicate the role for each staff member at the event, designate the staff member to a location, and define the person in charge. Using a self-serve approach in event management means workload can be distributed among staff and/or volunteers. It also allows staff or volunteers to express interest in attending particular events and specify who is responsible for staff rostering. This will free up time for other team members and simultaneously allows you to keep track of your events, at anytime of the day.

Assigning resources & vehicles makes this information available to your staff & volunteers, giving them more information they need and reducing administration time required in these areas.

Finding staff for your events

In addition, the events system has a calendar functionality that allows staff to indicate their availability, offering full day, morning, afternoon or evening options. This feature is useful for long term event planning as well as last minute rostering.

Roster reminders & communication

Rostered staff/volunteers will be automatically reminded of their shift by email one week prior to the event, as well as receiving a reminder the day before.

Bookings from your website

We’ve got a bookings facility ready to go in the VTEvents rostering and event software system — all you need to do is add a link to your website, and we’ll take care of the rest! New customers will be added into your clients list automatically, and we’ll email you whenever a new booking comes in — ready for rostering and adding to your schedule.

CRM & Client portal booking area

The client portal lets your existing clients login to their own area within the system to view and manage their upcoming bookings, as well as view info on previous bookings which they’ve had. This also allows re-bookings of existing jobs & events, viewing rosters and the qualifications of staff assigned.

This is linked directly to the build-in CRM (Customer Relationship Management) which is included as part of the system, which includes facilities for managing clients, client contacts, histories of conversations and contact you’ve had, at-a-glance stats and performance information, and more.

Recurring bookings & events

Recurring events can also be setup so once you’ve added in the first, we’ll re-create it until you tell us otherwise. This could be anything from a regular staff meeting or training night, to an ongoing booking to send a medic to staff a school’s sick bay each Monday and Wednesday afternoons.

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Looking for an event & rostering management software system for your events?

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Just a few more things we can help you with…

Rosters & Attendance

  • Staff attendance request notification & management
    • Staff will be notified automatically when event details change, including scheduled staff attendance times.
  • Self-service confirmation of hours & associated information
  • Post-event reporting by your staff & volunteers

Document uploading & management

  • Files and documents can be uploaded to the system for individual events, making document handling quicker and easier. It allows you to upload and share exhibition floor plans or schedules at any given time. In addition, descriptions can be added and the system will record when files were last updated.

Client management

  • Client details can be linked to events, making it easier for account managers to manage requirements for events.
  • Our client portal gives your clients access to;
    • Their upcoming & previous events / booking
    • Manage their own company & contact details
    • Create new event bookings & job requests directly into the system
    • Email notifications to your event staff of new bookings

Comprehensive reporting

  • Reports can be printed or saved to a variety of formats, including Excel & PDF documents.
  • Filtering & searching capabilities

Financial reporting

Planning

  • Tasks can be added for each event, assigned to staff and given due dates on when tasks need to be completed by

Event Templates & duplication

  • The events management platform allows you to create templates for reoccurring events (e.g. for monthly meetings, or conferences which your staff attend).
  • Events can very easily be duplicated. This feature is great for events that are held for multiple days or events that reoccur during the year.